Business Meetings and Receptions

Conferences

Annual Meeting and Exhibition

Departments, organized sections, and related groups are invited to host a business meeting or reception during the 2009 APSA Annual Meeting in Toronto, ON, Canada. Individuals from those organizations or institutions wishing to secure space should review the instructions below and complete the appropriate forms. Business meetings and receptions are scheduled on a first-come, first-served basis. If you have questions or would like additional information, please contact Lauren Barry, Assistant, Meetings and Conferences.

Please return form(s) to APSA using one of the following options:

Email: lbarry@apsanet.org
Fax: (202) 483-2657
Mail: American Political Science Association
Attn: Meetings & Conferences Department
1527 New Hampshire Avenue, NW
Washington, DC 20036-1206

Application Forms
Business Meeting Request (PDF); Business Meeting Request (Word)Reception Request (PDF); Reception Request (Word)

Deadlines
Forms received by April 10, 2009 will be included in the Preliminary Program, a supplement of the July issue of PS: Political Science & Politics.

Forms received by July 10, 2009 will be included in the Final Program distributed at the Annual Meeting.

Business Meeting Details

Available Days
• Thursday, September 3
• Friday, September 4
• Saturday, September 5

Available Times
• 12:15pm - 1:15pm
• 6:15pm - 7:15pm

Reception Details

Available Days
• Thursday, September 3
• Friday, September 4
• Saturday, September 5

Available Times
• 7:30pm - 9:00pm
• 10:00pm - 11:30pm

Room Usage
There is no cost for use of reception or business meeting rooms.

Catering
Reception and business meeting organizers will work directly with the hotel/convention center regarding catering, if applicable. All groups included in the preliminary program will receive notification of the day, time, and location of their event, as well as the name of their venue's catering manager in June 2009. They will then work directly with the catering manager for all food and beverage arrangements. Requests received after the deadline will be scheduled based on space availability.

Catering Fees
The estimated costs involved in sponsoring a cash bar reception have not yet been determined. Prices below are estimates and will be subject to change; service charges and sales tax not included. The costs in recent years were as follows:

Bartender fees: $150 per bar (additional $35.00/hr for over 3-hour period)
Cashier fees: $100 per 2 bars (additional $35.00/hr for over 3-hour period)
Imported Beer: $6.75 - $7.00 per bottle
Domestic Beer: $6.00 per bottle
House Wine: $7.00 - $8.00 per glass
Soft drinks: $4.25 - $5.25 per bottle

Food estimates are unavailable at this time. Please discuss budget restrictions directly with your venue's catering manager.

Reception/Bar Sharing
Charges for hosting a bar are high, and APSA understands that this may preclude some groups from hosting a reception. APSA encourages organizers to coordinate with other universities and/or APSA Organized Sections to co-host receptions. If there is interest and scheduling allows, affiliates will be able to share one bar between two rooms.

First Come, First Served
Business meetings and receptions are scheduled on a first-come, first-served basis. APSA recommends immediate reply to this invitation by downloading and faxing the appropriate form above. Please complete all the required information, including at least two choices for day and time, and your expected attendance. Failure to include this information will result in a delay processing your request. Business Meeting and Reception requests will only be accepted via email, fax, or mail.

Scheduling
For groups holding a business meeting and a reception, APSA typically schedules both events in the same location in nearby rooms (as space allows) for convenience. If this is not possible, organizers will be contacted so that APSA can work on other alternatives. Earlier starting times are not available due to the time required to reset rooms once the panel sessions have concluded.

Location
Unfortunately, organizers may not request a specific location. Room assignments are based on size needs, room capacity, and space availability.

Distribution of Promotional Flyers
APSA will designate display tables and APSA event boards in both headquarter hotel properties and the convention center in central locations for the purpose of advertising events, and distributing pamphlets or announcements. Posting flyers in public areas of hotels and the convention center not designated for APSA use is strictly prohibited in signed agreements between APSA and hotel and convention facilities. We appreciate your adherence to this policy. The final program will outline the areas where display tables and event boards are located.